Last Revised: 27 May 2020 Written by Veloxity CRM Time Estimate: About 5 minutes to read. Version 2.0
Using Group Manager (7:11)
Jump to the following sections to learn more about Group Manager:
- What is Group Manager?
- Where can I find Group Manager?
- How can I use Group Manager?
- What are Access Control Privileges?
What is Group Manager?
Group Manager enables you to customize User Groups in Veloxity CRM.
Use Group Manager to define the Data and System-level Access Control Privileges used by different groups in your organization.
User Groups are also called Roles. For example, the System Administrator will usually play a different role and need different access privileges than the Sales Rep. Users can belong to multiple gropus.
Secure your data access by configuring both Data and System-level Privileges for User Groups.
How can I use Group Manager?
Use Group Manager to restrict data access by creating User Groups/Roles allowing users to only access what they need. Restricting access both protects the data and doesn’t confuse users with unneeded options.
- Create User Groups in Veloxity CRM. Setup data security through configuring Access Control Privileges and Quick Search visibility.
- Data Type Access and System Privileges along with Hiding Quick Search can only be configured at the group level.
- Each Group can be further customized to have its own Home Page, Toolbar, and Theme.
- Users can belong to multiple groups.
Where can I find Group Manager?
Group Manager is located in Veloxity Setup.
From the Main Menu, click My Profile > App Setup > Group Manager
Navigating Group Manager
When working with Group Manager, first notice the layout: your configured user Groups are on the left, the users assigned to the user groups are in the middle, and the system privileges and data type access configurations are on the right.
You are looking at a screenshot of Group Manager in App Setup:
Figure 1. Group Manager.
How can I use Group Manager?
What is Multi-Group Membership?
- Multi-group membership allows users to effectively manage their various roles within a company through customized grouping.
- Individual Users can be assigned to multiple Groups but only one Group is active at a time within a tab.
If a user wants to work with multiple groups at once, open multiple tabs and enable a different group in each tab.
For example, some businesses create a group for Administrators and a group for Sales.
When working with Product Management, the Sales Team might have read access to Products. The Sales Group can see the Products, but they cannot make changes.
The Administrator Group, on the other hand, might have full access to create and delete Products. In addition to read access, the Administrator Group would also have edit, delete, search, and create access.
Through Multi-Group Membership, a user could belong to both the Administrative Group and the Sales Group.
How can I add a new user group?
Click Add Group to add a new group to Veloxity CRM.
Name the Group.
Edit Group information. Select the users who will be part of this group. Use the selection method most efficient for you:
Use the check interface to check users who are part of the group. Notice you can also filter users to pull them up quickly.
Click the double arrows to switch to a dual list view. Here you can drag and drop users, or use the arrow buttons to add users.
- Configure the system privileges and data type access privileges. Use the check interface to check privileges to assign to the group. (Access control privileges are discussed in detail below).
How can I delete a user group?
Click the row number of the User Group you want to delete.
Click Delete Group to delete selected existing group(s) from Veloxity CRM.
- Click Save.
How can I edit a user group?
Selecting a User Group allows you to view and edit the group configuration.
Click the row number of the User Group you want to edit.
How can I copy a user group?
After configuring a New User Group, if you have a similar group to add, you can save time by using Copy Group.
Click the row number of the User Group you want to copy.
Click Copy Group.
New Group named Copy of Group Copied is generated.
Click the row number of this New Group.
How can I Hide Quick Search?
Quick Search enables searching for Data Records and Documents across the entire Veloxity CRM system.
While you probably don’t want to hide Quick Search for most users, hiding quick search is helpful if you have external users using the system.
Consider creating a group for external users that hides the Quick Search so they can’t access data they shouldn’t see.
- Click the row number of the User Group for which you want to disable Quick Search.
- Click Hide Quick Search.
- Click Save.
How can I setup a group as the Default Group for New Users?
You may want to set up a default group for new users.
Click the row number of the User Group you want to select as the Default Group for New Users.
Click Default Group for New Users.
What are Access Control Privileges?
Access Control Privileges define which User Groups have access to specific System Privileges and Data Type Access Privileges.
Veloxity Access Control is defined on two broad levels:
- Universal Access: Universal Access is the highest-level definition of access control. Universal Access enables the user to view all data records in the system.
- Group Level Access: Groups are defined as having default access to specific data types. The specific levels of access include Read, Edit, Relation, Delete, Search, Create.
How can I use Access Control Privileges?
Customize data security by configuring both Data and System-level Access Control Privileges for User Groups.
In Veloxity, User Groups are also called Roles, These terms are used interchangeably. Thinking about the role a User Group plays in your business can help you think through the data type access privileges and system privileges needed.
As you consider the User Groups appropriate to your business, remember users can be part of multiple user groups and user groups can consist of one or more individuals.
How can I setup System Privileges for a Group?
Click the row number of the User Group where you want to configure System Privileges.
Click System Privileges to open selection panel.
Click the System Privileges you want to enable for the selected group. (See below for description of privileges.)
|Data Type and Data Field Administration||
Grants permission to use Data Designer and customize data types and data fields in the system.
|User and System Administration||Grants permission to access User Manager and to add and modify users in the system.|
|User Group Management||
Grants permission to access Group Manager and to create, edit, delete user groups.
Note that users who are given User Group system privileges have the ability to give themselves and others universal access to all data type privileges.
|Theme and Layout Management||Grants permission to use Theme Manager.|
|Universal Access to Data Records||Grants permission to access all of the data records in the Veloxity CRM system.|
|Chart and Search Administration||Grants access to Chart and Search Administration.|
|Pick List Administration||Grants permission to create or modify system pick lists.|
|Document Management||Grants access to Document Management.|
|Comments Moderator||Grants permission to register data record comments.|
|Email Template Management||Grants permission to administer Email templates.|
|Parent Assignment Rule Management||Grants permission to use the Lead Assignment and Owner Assignment configuration tools.|
How can I Setup Data Type Access Privileges for a Group?
Click the row number of the User Group where you want to configure Data Type Access Privileges.
Click Data Type Access to open selection panel.
Click the Data Type Access Privileges you want to enable for the selected group. (See below for description of privileges.)
Group Access in Data Designer to learn how to further configure Group Access by individual Data Field.Visit
|Data Type Access Privileges||Description|
|Data Type||Accounts, Activities, Bundle Manager, Contact Roles, Contacts, Emails, Files, Leads, Opportunities, Opportunity Stage, Products, Product Bundles, Quote Items, Quotes, Sales Divisions, Sales Quotas, Users.|
|Read||Read allows access to read records.|
|Edit||Edit allows access to edit and make changes to records.|
Relation allows access to link or relate one record to another.
Relation is often used in tandem with Create. A user who has access to Create a new record often needs the ability to relate the new record to another data type. For example, if a user creates a new contact record (create access privilege), then the Contact could be linked to a particular Account if the user has the Relation access privilege.
Delete allows access to delete records.
You generally want to restrict delete access to prevent someone from accidentally deleting information from the system.
|Search||Search allows access to searching data records and viewing the results.|
Create allows access to create records.
Create is often used in tandem with Relation. A user who has access to Create a new record often needs the ability to relate the new record to another data type. For example, if a user creates a new contact record (create access privilege), then the Contact could be linked to a particular Account if the user has the Relation access privilege.